Assistant Service Manager

Job description

Job responsibilities

1. Line management of the secretaries, administration staff and ED Portering Team. To organise, allocate and reallocate direct reports, staff and tasks on a daily basis to meet Trust requirements

1. To provide a support service that: complies with CCG targets and national targets, incorporates Trust data requirements and is compliant with national requirements (Data Protection Act, Oversea Visitors)

1. To ensure that all clinical correspondence is completed within agreed timescales and contracted targets. To identify, prioritise and resolve outstanding issues to meet deadlines.

1. To liaise with other departments and communicate medical administrative queries to ensure service delivery and improvement.

1. To constantly assess the services to ensure services needs and business targets are being met and when they are not, develop and implement business recovery plans.

1. Manage the departments Standards Operation Procedures (SOPs) and ensure these are updated regularly to reflect current procedures.

1. To work with clinicians and managers to develop efficiencies and resolve issues with the service.

1. Continually review working methods to identify, develop and implement new policy and processes to improve the effectiveness and quality of the service.

1. Be the divisional lead for the digital dictation software. This will involve training and configuration of the system which meets clinicians needs.

1. To consider changes to and continually review the way in which the administrative services are used to ensure value for money and budget management

1. To ensure regular assessment of training needs of admin staff, identify and organise appropriate training.

1. To develop protocols, policies and procedures for administrative staff aimed at ensuring high standards of data quality.

1. With input from the admin team leaders, devise an annual audit program which will identify adherence to protocols, policies and procedures and to ensure quality services are achieved.

1. To survey service users in line with the audit plan to identify any anomalies or areas of improvement.

1. To undertake investigations and management of complaints and Datix incidents related to the admin services

1. To assist collating records and providing information for external audits and other inspections such as CQC

1. Identify and escalate inaccurate recording of patient activity to the operational management team.

1. To work collaboratively with external bodies and groups such CCG and other Health Services Provides

1. To support the team secretary with the procurement of administrative orders for the department.

1. To act as mentor to admin coordinators.

Person Specification

Experience

Essential

• Ability to manage and prioritise own workload and work within tight deadlines
• Fluent user of to use Word, Excel and PowerPoint
• Experience of stock management and electronic ordering
• Knowledge of NHS clinical correspondence workflows
• Knowledge of Data Protection Act and Information Governance Principals
• Experience of working collaboratively with other teams and departments

Desirable

• Experience of managing an admin team
• Experience of conducting performance appraisals and performance management

Qualifications

Essential

• Degree level qualification in leadership / management or equivalent experience

Desirable

• Evidence of further professional development

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

George Eliot Hospital NHS Trust

Address

George Eliot Hospital NHS Trust

College Street

Nuneaton

CV10 7DJ

Employer's website

http://www.geh.nhs.uk/ (Opens in a new tab)